How Data Standardisation Streamlines and Simplifies Modern Accounting

In today’s fast-paced world of data-driven decision-making, accountants and auditors face a deluge of data from many different sources. Amid this informational tsunami, how can they ensure that this disparate data is easily comparable? 

Enter data standardisation. 

This article will examine how data standardisation in finance lets professionals confidently make more accurate and informed decisions. We’ll explore the game-changing effects of data standardisation and how to best use it in accounting.

Defining data standardisation

Data standardisation is a process that involves transforming data into a consistent and uniform format. It does this by following predefined rules. Organising, formatting and representing data elements consistently across systems and applications improves data quality, reliability and accuracy.

The standardisation of data allows finance professionals to compare and analyse data from different sources. It means they can identify patterns and trends and spot anomalies in a consistent manner. With a unified view of information, accountants can do more effective analysis and reporting and make more effective data-driven decisions.

Professionals typically undertake data standardisation through the use of data mapping. This involves pulling data from internal or external systems and sources, like financial statements and transactional data, and combining the different groups into a single, united data set.

Accounting data standardisation vs. normalisation

Data normalisation and standardisation are two key methods for organising and evaluating financial data. 

Data normalisation

Data normalisation, or database normalisation, focuses on transforming data into a common format to eliminate redundancy, avoid data loss and improve data integrity.

In accounting, this typically looks like converting raw data from multiple accounting platforms into a standard format. This allows third parties to easily comprehend and analyse it. 

Automating data normalisation with artificial intelligence (AI) tools and software helps accounting professionals save time and minimise human error. Machine learning typically standardises the range of feature values to fall within 0 to 1. This enables data to be visualised, with the data forming a normal distribution (viewed as a bell curve). It stops features with larger values from skewing the data, instead facilitating comparable analysis.

Data standardisation

Data standardisation also creates a consistent structure for data from different places. It transforms data into a uniform format, standardising things like units of measurement, date formats and naming conventions. 

It can do this by validating and transforming data to adhere to predefined rules or guidelines, such as industry standards, company policies or regulatory requirements. It also removes errors and duplicates. 

Standardisation adjusts the distribution of data to have a mean of 0 and a standard deviation of 1. Machine learning algorithms commonly use this technique.

The importance of standardising accounting data

So why is data standardisation important? Standardising accounting data is crucial so that companies can:

• Avoid expensive errors. Automating processes avoids human error and cleans data of duplicates and inconsistencies.
• Read data more easily. Having consistency in the data format and structure allows computers and accounting professionals to interpret data easily.
• Create more efficient processes. Instead of wasting time on back-end, repetitive tasks, accounting professionals can better allocate their resources.
• Comply with industry standards. Automation helps accountants satisfy industry standards, company policies and regulatory requirements.
• Make better, data-driven decisions. Dealing with more accurate, real-time data facilitates more informed decision-making.

How the data standardisation process works in accounting

When accounting data is messy and scattered across various sources, data standardisation can help.

The data standardisation process in accounting usually involves the following steps:

1. Data collection: Gathering accounting data from various sources like financial statements, transactional data, etc.
2. Data assessment: An evaluation of the quality and consistency of the collected data, identifying gaps and inconsistencies.
3. Data cleansing: Deleting errors, redundancies or unnecessary information to guarantee consistency in format, structure and coding norms.
4. Data mapping: Mapping the cleaned data to a standard format or coding structure, ensuring uniformity across all elements.
5. Data validation: Validating standardised data to ensure it satisfies predetermined quality standards.
6. Data integration: Bringing validated data into a single, centralised database so it’s easily accessible to analyse the data, create reports and make decisions.
7. Data maintenance: Updating and maintaining data regularly, which ensures ongoing accuracy and compliance with data standards.
8. Data monitoring: Keeping an eye on the data for any changes, anomalies or errors, and correcting as needed.

Key benefits of data standardisation

Improved data quality

Data standardisation creates data reliability, precision and consistency. Clearer, error-free data improves financial reporting, strategic planning and decision-making. 

Data comparability

Data standardisation makes it possible to consistently format data from many sources so that it is simple to compare and analyse. It can unearth hidden patterns, trends and insights. It allows accounting professionals to confidently make informed decisions, knowing they are comparing like with like.

Time and effort savings

Standardised data streamlines the processes of collecting, validating and integrating accounting data, saving time and effort. Automation unlocks new levels of efficiency in financial analysis, reporting and analytic routines. 

Centralised data

View diverse data sources in one centralised database, creating a single source of truth for financial information. Data retrieval and analytics have become more efficient, and it is easier to see big-picture trends.

Stress-free compliance

When you know financial data is accurate, you will be safer from landing non-compliance fines. Adhering to accounting standards improves financial reporting standards.

How to approach data standardisation

So how can accounting professionals practically apply data standardisation? 

Use tools

One of the easiest ways to implement data standardisation in accounting is to leverage available technology. Many accounting and finance software offerings can automate data standardisation, allowing professionals to save time and work easily with more accurate data sets.

Train staff

Provide training to accounting and finance professionals on data standardisation best practices. Educate staff on the importance of data consistency and reliability and provide guidelines on how to follow data standards in their day-to-day work.

Define data standards

Establish clear and consistent data standards that align with industry best practices and organisational requirements. 

Regularly monitor and review

Create a procedure for periodically assessing the accuracy and consistency of your data, which helps ensure data integrity, along with quick identification and fixing of data problems.

Stay updated

Keep abreast of changes in accounting standards, regulations and industry practices that may impact data standardisation. To maintain compliance, update data standards and validation procedures as necessary.

Optimise your data with the right tools

Leveraging advanced technology to standardise data can revolutionise the way you conduct your accounting work. Caseware provides audit and financial reporting software with solutions that streamline data standardisation. Caseware simplifies data collection, validation and integration, ensuring uniform financial data. You can easily spot patterns and trends in your data through visualisation and make more informed decisions. Contact us today to learn more.